Guest Experience & Office Coordinator

Rapport Guest Services; Greater London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Travel discounts

Grocery discounts

Life assurance

Cash rewards

Contributory pension

Wellness programs

Employee Assistance Program

Digital GP services

Learning & development opportunities

WOW Awards

Paid day off annually

Job summary

Rapport Guest Services is seeking an Office Coordinator to be the first point of contact, delivering a warm, professional welcome to guests and supporting front-of-house operations at our site in the UK. You will manage registrations, access requests, and day-to-day building support with a focus on guest satisfaction.

The role also covers studio and radio-day-to-day operations, coordinating with Artist Relations, Facilities and Security to ensure smooth guest experiences, with strong emphasis on

Qualifications

• Excellent communication across internal teams (Artist Relations, Facilities, Security).
• Highly organized with strong attention to detail.
• Calm under pressure and adaptable to fast-changing priorities.
• Discreet and trustworthy with confidential information.

Responsibilities

• Create an exceptional first impression by delivering a warm, professional, and personalised welcome to all guests.
• Act as the first point of contact, confidently ensuring a seamless arrival experience.
• Anticipate needs and resolve issues proactively.
• Use initiative to find solutions when necessary.
• Manage daily guest arrivals, visitor registrations, and access requests.
• Assist with directions and wayfinding, ensuring a smooth experience from start to finish.
• Maintain real-time awareness of the daily schedule, studio bookings, and any events or VIP movements.
• Coordinate closely with Artist Relations, Facilities, and Security teams to ensure guests are escorted, informed, and supported throughout their visit.
• Support parking management, visitor access, and loading arrangements where required.
• Manage general front-of-house enquiries and elevate where required.
• Prepare and ensure cleanliness of meeting rooms, studio spaces, green rooms, and reception area; report to the relevant team if standards aren't met.
• Take ownership of reception equipment, supplies, and consumables, ensuring stock levels are maintained, including print and stationery rooms.
• Ensure First Aid and Grab Bags are checked bi-weekly, with checks recorded and stock replenished as needed.
• Monitor reception emails and elevate to the necessary team where required.
• Raise tickets and dispatch via Places Support in a timely manner; monitor tickets through to resolution and elevate as needed.
• Use internal systems for postal services, maintenance, janitorial, and health & safety issues.

Skills

Strong communication

Highly organized

Discreet and trustworthy

Calm under pressure

Initiative & ownership

Job description

Rapport Guest Services is seeking an Office Coordinator to be the first point of contact, delivering a warm, professional welcome to guests and supporting front-of-house operations at our site in the UK. You will manage registrations, access requests, and day-to-day building support with a focus on guest satisfaction.

The role also covers studio and radio-day-to-day operations, coordinating with Artist Relations, Facilities and Security to ensure smooth guest experiences, with strong emphasis on